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Policy number Policy name Policy date Sunset date
AP 23-Z Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/1/2027 12/31/2030
Section
Policy source
March 5, 2026 EXCOM Meeting Minutes, February 15, 2026 Administrative Council e-Vote, and January 2026 MCC Retreat
Policy text

Implementation Note:
This version of the policy was approved by the Executive Committee, Administrative Council, and Meeting Coordination Committee in Q1 2026. Due to budget constraints, these updates will take effect beginning with the 2027 AAPM Annual Meeting. AP 23-Y remains in effect for the 2026 Annual Meeting and can be viewed here.

Unless otherwise indicated, complimentary registration for the AAPM member or honoree includes the ability to earn MPCEC, access to on-demand content from the meeting and social events; partners and family will receive guest registration. All attendees are responsible for registering themselves for the meeting. Hotel accommodations paid for by AAPM must be at an official AAPM hotel.

  1. President and Partner- A two-bedroom suite, transportation, meals, and meeting registration paid, with expenses budgeted under EXCOM.

  2. President-Elect and Partner- A one-bedroom suite, transportation, meals, and meeting registration paid, with expenses budgeted under EXCOM.

  3. Chair of the Board and Partner– A one-bedroom suite, transportation, meals, and meeting registration paid, with expenses budgeted under EXCOM.

  4. Secretary and Partner- Hotel room, transportation, meals, and meeting registration paid, with expenses budgeted under EXCOM.

  5. Treasurer and Partner- Hotel room, transportation, meals, and meeting registration paid, with expenses budgeted under EXCOM.

  6. Family of Memorialized Party (Partner and immediate family)- Hotel room(s) up to four nights, transportation, meals, and meeting registration paid, with expenses budgeted under the Awards and Honors Committee.

  7. Coolidge Awardee and Partner– Hotel room up to four nights, transportation, meals, and meeting registration paid, with expenses budgeted under the Awards and Honors Committee.

  8. Marvin M.D. Williams Awardee and Partner– Hotel room up to four nights, transportation, meals, and meeting registration paid, with expenses budgeted under the Awards and Honors Committee. 

  9. Edith H. Quimby Awardee and Partner– Hotel room up to four nights, transportation, meals, and meeting registration paid, with expenses budgeted under the Awards and Honors Committee.

  10. John S. Laughlin Awardee and Partner– Hotel room up to four nights, transportation, meals, and meeting registration paid, with expenses budgeted under the Awards and Honors Committee.

  11. Honorary Member Awardee and Partner– Hotel room up to four nights, transportation, meals, and meeting registration paid, with expenses budgeted under the Awards and Honors Committee.

  12. Council Chairs– Hotel room, transportation, meals, and meeting registration paid, with expenses budgeted under the individual council. Reimbursement provided to Council Vice Chairs if attending in place of the Council Chair.

  13. Meeting support is provided to the following volunteers because their participation is critical to the successful execution of the Annual Meeting. Hotel accommodations are up to five (5) nights maximum as needed for meeting support.Hotel accommodations must be at an official AAPM hotel. The below expenses are budgeted under the Annual Meeting Subcommittee.
    • Meeting Coordination Committee Chair and Vice Chair– Hotel room and registration paid.

    • Annual Meeting Subcommittee Chair and Vice Chair- Hotel room and registration paid.

    • Working Group Chairs (4)– Hotel rooms and registrations paid.

    • Program Directors (7)- Hotel rooms and registrations paid.

    • Program Co-Directors (7)- Registrations paid.

    • Technical Exhibits Subcommittee Chair–Hotel room and registration paid.

    • Technical Exhibits Subcommittee Vice Chair– Registration paid.

    • Specialty Program Co-Directors (up to 4)– Registration paid.
  14. Invited Speakers (AAPM Members)- AAPM does not provide registration expenses, housing and/or travel expenses for member speakers. Speakers must be registered for the meeting and are responsible for registering themselves. All speakers are recommended to secure housing in the official AAPM room block.
    • The program directors, with approval from the AMSC chair, may offer a limited meeting registration that includes access to in-person sessions and technical exhibits for the day of presentation, with expense budgeted under the Annual Meeting. The registration will not include the ability to earn MPCEC, access to the on-demand meeting content, or social event tickets. Social event tickets may be purchased.

    • The program directors, with approval from the AMSC chair, may offer a regular meeting registration for up to 4 speakers who have invited presentations scheduled on more than one day, with expenses budgeted under the Annual Meeting
  15. Invited Speakers (AAPM Members with extenuating circumstances)- The program directors, with approval from the AMSC and MCC Chairs, may offer a travel stipend and meeting registration to up to 6 AAPM Member Invited Speakers who would not normally attend the Annual Meeting and whose participation is critical to the program, with expenses budgeted under the Annual Meeting. Speakers must be registered for the meeting and are responsible for registering themselves. Non-local speakers accepting the stipend must secure housing in the official AAPM room block. The amount of the travel stipend will be determined during the budget process, with 3 levels of support based on the speakers’ location:
    • Local speaker within a 50-mile radius of the meeting site;
    • Domestic speaker; and
    • International speaker.
  16. Invited Speakers (non-AAPM members)- A travel stipend and meeting registration, with expenses paid by the Annual Meeting. Speakers must be registered for the meeting and are responsible for registering themselves. Non-local speakers accepting the stipend must secure housing in the official AAPM room block. The amount of the travel stipend will be determined during the budget process, with 3 levels of support based on the speakers’ location:
    • Local speaker within a 50-mile radius of the meeting site;
    • Domestic speaker; and,
    • International speaker.
  17. Executive Director- A one-bedroom suite, transportation, social program (with events), and meals paid, with expenses budgeted under HQ-Executive Director.

  18. Headquarters Staff- Hotel room, transportation, social program (with events), and meals paid, with expenses budgeted under the Annual Meeting.
Items related to this Policy
Policy number Policy name Policy date Sunset date Active?
AP 2 Travel Reimbursement 8/24/2023 12/31/2025 Active
Policy version history
Policy number Policy name Policy date Sunset date Active?
AP 23-A Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 4/1/2000 4/25/2001 Inactive
AP 23-B Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 4/26/2001 11/27/2001 Inactive
AP 23-C Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/28/2001 11/30/2004 Inactive
AP 23-D Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 12/1/2004 9/28/2006 Inactive
AP 23-E Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/29/2006 3/29/2007 Inactive
AP 23-F Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/30/2007 10/7/2009 Inactive
AP 23-G Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 10/8/2009 7/21/2010 Inactive
AP 23-H Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 7/22/2010 9/7/2010 Inactive
AP 23-I Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/8/2010 6/18/2012 Inactive
AP 23-J Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 6/19/2012 9/11/2012 Inactive
AP 23-K Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/12/2012 3/17/2014 Inactive
AP 23-L Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/18/2014 9/9/2014 Inactive
AP 23-M Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/10/2014 1/13/2015 Inactive
AP 23-N Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/14/2015 11/26/2016 Inactive
AP 23-O Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/27/2016 1/18/2017 Inactive
AP 23-P Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/19/2017 11/12/2017 Inactive
AP 23-Q Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/13/2017 1/7/2018 Inactive
AP 23-R Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/8/2018 3/22/2018 Inactive
AP 23-S Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/23/2018 8/1/2018 Inactive
AP 23-T Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 8/2/2018 12/31/2022 Inactive
AP 23-U Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 12/1/2019 12/31/2022 Inactive
AP 23-V Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/28/2021 12/31/2026 Inactive
AP 23-W Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/9/2023 12/31/2026 Inactive
AP 23-X Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/21/2023 12/31/2026 Inactive
AP 23-Y Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 2/20/2025 12/31/2029 Inactive
AP 23-Z Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/1/2027 12/31/2030 Active

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